: RFQ for Configuration of Test Environment for IT Dept

Kodiak Island Borough
REQUEST FOR QUOTES
Project: RFQ for Configuration of Test Environment for IT Dept
Contract Number: FY2026-66
Date: May 13, 2026
Dear Contractor
This project includes, but is not necessarily limited to:
The Kodiak Island Borough IT Department seeks a qualified remote IT consultant to assist with the
configuration, integration, and staff training of an existing four-node Proxmox Virtual Environment (VE)
cluster. Three nodes are currently deployed and clustered. The selected consultant will integrate the fourth
node and complete all remaining configuration work described below. All work shall be performed
remotely via secure VPN access provided by the Borough. The consultant must maintain a primary
business location in Alaska, Washington, Oregon, or California, and must be available during Alaska or
Pacific Time business hours. Work shall be completed and all invoices submitted no later than June 27,
2026. The consultant shall submit invoices weekly for work completed during that week. The Borough
will submit the invoice for processing to the Borough Finance department within (5) business days of
invoice receipt.
This Request for Quotes will be used for quotes for services under $18,000, total compensation shall not
exceed this amount. A copy of the quote schedule is attached for your use in submitting quotes. All
interested quoters are encouraged to submit a registration form prior to pre-quote conference to ensure
receipt of notifications.
* A non-mandatory pre-quote meeting will be held at 2:00 pm local time on May 20, 2026
Kodiak Island Borough Conference Room 121, 710 Mill Bay Road, Kodiak, AK, 99615 or
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via Microsoft Teams. Only registered bidders will receive a link to the Teams meeting a
day prior to the pre-bid conference.
* Questions will be due in writing to itprojects@kodiakak.us 9:00 am local time on May 21, 2026.
* Quotes will be accepted until 5:00 pm local time on May 26, 2026.
Quotes will be accepted via email, fax, mail, or in person, to contact the Quoter's
o
Registration Form. Mailed or in-person quotes will be marked on the outside of the
envelope "Configuration of Test Environment for IT Dept."
* The following items must be included within your quote:
Two professional references that demonstrate relevant Proxmox VE or enterprise
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virtualization experience.
Confirmation of primary business location in Alaska, Washington, Oregon, or California.
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All work shall comply with all applicable federal, state, and local codes, ordinances, and regulations, and
be completed in accordance with the attached specifications and/or plans from the written Notice to
Proceed until contract termination on June 27, 2026.
The Kodiak Island Borough reserves the right to waive any irregularities or informalities in a quote, to
reject any and all quotes without cause, and to re-solicit for quotes. Any contractor providing a quote
must be in compliance with KIB Code 3.30.115. The current minimum prevailing wage rates as published
by the Alaska Department of Labor must be paid if required by law. The requirement of the Alaska
Employment Preference Act (AS 36.10) must be met in performing the work of this Quote. Certified
payrolls must be submitted to the Alaska Department of Labor.

Kodiak Island Borough
Quoter Registration Form
IMPORTANT: In order to receive addenda and any other information which may impact the quote time
or quantities, quoter shall fill out the contact information below and return to the Borough.
ONLY REGISTERED QUOTERS WILL RECEIVE NOTIFICATIONS.
Quoter's Contact Information
Name of Company:
Contact Name:
Address:
Phone Number:
Fax Number:
Email:
Return this form via fax, email, regular mail, or hand delivered to the following location:
IT Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615-6398
Phone: (907) 486-9336
Fax: (907) 486-9394
Email: itprojects@kodiakak.us

Kodiak Island Borough
Addendum Acknowledgement
Project: RFQ for Configuration of Test Environment for IT Dept
Contract Number: FY2026-66
The quoter acknowledges receipt of the following addenda and certifies that their contents have been
considered in the preparation of this Quote. If there are no addendums please state NONE above your
name.
Addendum Number Dated Initials
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Company Name Authorizing Name
Date Title
Signature

Kodiak Island Borough
Quote Schedule
Page 1 of 1
Project: RFQ for Configuration of Test Environment for IT Dept
Contract Number: FY2026-66
Item
Item Description Quantity Unit Unit Price Total Item Price
No.
Fourth Node Integration & Cluster
1 HR
Validation
Enterprise Shared Storage
2 Configuration (Ceph, ZFS, NFS, or HR
iSCSI)
VLAN Configuration
3 (management, VM, storage, and HR
backup networks)
High Availability (HA) Setup and
4 HR
Failover Testing
Veeam Backup Integration and
5 HR
Restore Testing
Email Notifications and
6 HR
Monitoring Configuration
VMware-to-Proxmox Migration
7 HR
Testing and Cutover Planning
Security Hardening (RBAC, 2FA,
8 HR
firewall, SSL/TLS)
Staff Training - up to 8 hours
9 remote, with documentation and HR
recordings
As-built documentation, runbooks,
10 HR
and deliverables
Cumulative total for all bid
11
schedule items

Kodiak Island Borough
Quote Schedule
Page 2 of 2
Project: RFQ for Configuration of Test Environment for IT Dept
Contract Number: FY2026-66
Total Base Quote Amount:
Dollars Cents
($ )
I, , hereinafter called Quoter, an individual doing business
as , (strike out inapplicable words:) a partnership, a
corporation incorporated in the State of Alaska, a joint venture, hereby submits this quote and agrees: to
hold this quote open for forty five (45) days, to accept the provisions of the Request for Quotes, to
accomplish the work in accordance with the contract documents, plans, specifications, for the lump sum
and unit price amounts as set forth in this quote schedule.
Respectfully submitted this day of , 202___
QUOTER:
Company Name Authorizing Name
Address Title
Kodiak Island Borough, State, Zip Code Signature
Telephone Number Email Address
CORPORATE SEAL
Federal I.D. or S.S.N.
ATTEST:
Signature of Corporate Sec.
Print Name

Professional Services Agreement with
*Business Name*
for *scope of work*
This AGREEMENT, made and entered into this *DATE* by and between the KODIAK ISLAND
BOROUGH, organized under the laws of the State of Alaska, hereinafter referred to as the "Borough" and
*Business Name* a corporation authorized to do business in Alaska, with offices located at *Business
Address*, hereinafter referred to as the "Consultant."
WITNESSETH
WHEREAS, the Borough wishes to enter into an agreement with an independent consultant to
*scope of work*; and
WHEREAS, *Business Name* submitted a proposal asserting it is qualified to perform these
services and able to do so in a timely manner.
NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein,
the parties agree as follows:
1.0 DEFINITIONS
1.1 "Agreement" shall mean this Professional Services Agreement, including:
Exhibit A - *Business Name* proposal dated *Date*.
1.2 "Change Order" is an addition to, or reduction of, or other revision approved by the
Borough in the scope, complexity, character, or duration of the services or other provisions
of this Agreement.
1.3 "Borough" shall all mean the Kodiak Island Borough, Alaska.
1.4 "Contracting Officer" shall mean the Borough Manager and include any successor or
authorized representative.
1.5 "Project" shall mean the *scope of work*;
2.0 TERM OF AGREEMENT. This Agreement shall take effect upon execution. This Agreement
shall remain in full force and effect until the Project has been completed and further, until all claims
and disputes have been concluded. The work is considered complete when the Borough has
received and found acceptable the finished product of all work described in 4.0 Scope of Services
or changes thereto. This date is not necessarily the Completion Date as described in 5.0 Completion
Date. This Agreement may be amended only in writing and upon compliance with all applicable
statutes, ordinances, and regulations.
3.0 FEES. For *scope of work*; as described in 4.0 Scope of Services, the Borough will compensate
the Contractor an amount not to exceed *Cost*
4.0 SCOPE OF SERVICES. The Borough and Consultant have agreed upon a scope of work
described in the Consultant's proposal, Exhibit A, to provide professional services based on
approved standards and instructions, as specifically described in Exhibit A.
This Scope of Services can only be changed in writing pursuant to Section 26.0 of this Agreement.

5.0 SCHEDULE FOR COMPLETION. Reserved.
6.0 PERSONNEL/ORGANIZATION
6.1 Key Personnel. Work and services provided by the Consultant will be performed by:
As specified in Exhibit A.
6.2 Changes in Key Personnel. The Consultant shall give the Borough reasonable advance
notice of any necessary substitution or change of key personnel and shall submit
justification therefore in sufficient detail to permit the Borough to evaluate the impact of
such substitution on this Agreement. No substitutions or other changes shall be made
without the written consent of the Borough.
7.0 STANDARD OF PERFORMANCE. The Consultant agrees to provide all required professional
services to complete the project and any additions or changes thereto. The Consultant accepts the
relationship of trust and confidence established between it and the Borough by this Agreement.
The Consultant covenants with the Borough to furnish its best skill and judgment, and to further
the interest of the Borough at all times through efficient business administration and management.
The Consultant shall provide all services in a competent manner. It is understood that some of the
services to be rendered hereunder required professional judgment and skill. In those cases, the
Consultant agrees to adhere to the standards of the applicable profession.
8.0 TIMELINESS OF PERFORMANCE. Time is of the essence in this Agreement. Consultant's
failure to meet any such deadlines or required performance may adversely imperil other contractual
obligations of the Borough.
9.0 COMPLIANCE WITH LAWS. The Consultant shall be familiar with and at all times comply
with and observe all applicable federal, state and local laws, ordinances, rules, regulations, and
executive orders, all applicable safety orders, all orders or decrees of administrative agencies,
courts, or other legally constituted authorities having jurisdiction or authority over the Consultant,
the Borough, or the service which may be in effect now or during performance of the services.
10.0 INDEMNITY. The Consultant shall indemnify, defend, and hold harmless the Borough from and
against any claim of, or liability for, negligent acts, errors, and omissions of the Consultant under
this agreement, including attorney fees and costs. The consultant is not required to indemnify,
defend, or hold harmless the Borough for a claim of, or liability for, the independent negligent acts,
errors, and omissions of the Borough. If there is a claim of, or liability for, a joint negligent act,
error, or omission of the Consultant and the Borough, the indemnification, defense, and hold
harmless obligation of the Consultant, and liability of the parties, shall be apportioned on a
comparative fault basis. In this provision, "Consultant" and "Borough" include the employees,
agents, and contractors who are directly responsible, respectively, to each. In this provision,
"independent negligent acts, errors, and omissions of the Borough" means negligence other than in
the Borough's selection, administration, monitoring, or controlling of the Consultant, or in
approving or accepting the Consultant's work or the Consultant's subcontractors.
11.0 INSURANCE. The Consultant understands that no Borough insurance coverage, including
Workers' Compensation, is extended to the Consultant while completing the services described in
this Agreement. The Consultant shall carry adequate (commercially reasonable coverage levels)
insurance covering Workers' Compensation, general public liability, automobile, professional
liability, and property damage including a contractual liability endorsement covering the liability
created or assumed under this Agreement. The Consultant shall not commence work under this
Agreement or any work on any phase of the Project until the Consultant provides the Borough with

certificates of insurance evidencing that all required insurance has been obtained. These insurance
policies and any extension or renewals thereof must contain the following provisions or
endorsements:
a. Borough is an additional insured thereunder as respects to general liability arising out
of or from the work performed by Consultant of Borough.
b. Borough will be given thirty (30) days prior notice of cancellation or material alteration
of any of the insurance policies specified in the certificate.
c. Insurer waives all rights of subrogation against Borough and its employees or elected
officials.
d. The insurance coverage is primary to any comparable liability insurance carried by the
Borough.
Upon request, Consultant shall permit the Borough to examine any of the insurance policies
specified herein. Any deductibles or exclusions in coverage will be assumed by the Consultant, for
account of, and at the sole risk of the Consultant.
The minimum amounts and types of insurance provided by the Consultant shall be as set forth in
Exhibit B, subject to revision at the Borough's request in order to provide continuously throughout
the term of the Agreement a level of protection consistent with good business practice and accepted
standard of the industry.
12.0 GOVERNING LAW. The laws of Alaska will determine the interpretation, performance and
enforcement of this Agreement.
13.0 OWNERSHIP OF WORK PRODUCTS. Payment to the Consultant for services hereunder
include full compensation for all work products and other materials produced by the Consultant
and its subcontractors pertaining to this Agreement.
The originals of all material prepared or developed by the Consultant or its employees, agents, or
representatives hereunder, including documents, drawings, designs, calculations, maps, sketches,
notes, reports, data, models, computer tapes, and samples shall become the property of the Borough
when prepared, whether delivered or not, and shall, together with any materials furnished the
Consultant and its employees, agents, or representatives by the Borough hereunder, be delivered to
the Borough upon request and, upon termination or completion of this Agreement. Materials
previously created and copyrighted by the Consultant included in this project will remain property
of the Consultant. Copies will be made available to the Borough upon request. Materials purchased
from and copyrighted by third parties are not included in this provision.
14.0 PATENTS, TRADEMARKS, AND COPYRIGHTS. The Consultant agrees to defend,
indemnify, and save the Borough harmless from and against any and all claims, costs, royalties,
damages and expenses of any kind of nature whatsoever (including attorneys' fees) which may arise
out of or result from or be reasonably incurred in contesting any claim that the methods, processes,
or acts employed by the Consultant or its employees in connection with the performance of services
hereunder infringes or contributes to the infringement of any letter patent, trademark, or copyright.
In case such methods, processes, or acts are in suit held to constitute infringement and use is
enjoined, the Consultant, within reasonable time and at its own expense, will either secure a
suspension of the injunction by procuring for the Borough a license or otherwise, or replace such
method, process, etc., with one of equal efficiency.

15.0 NONWAIVER. No failure of the Borough or Consultant to insist upon the strict performance by
the other of any of the terms of this Agreement or to exercise any right or remedy herein conferred,
shall constitute a waiver or relinquishment to any extent of its rights to rely upon such terms or
rights on any future occasion. Each and every term, right, or remedy of this Agreement shall
continue in full force and effect.
16.0 SAFETY/PERFORMANCE. The Consultant shall perform the work in a safe and workmanlike
manner. The Consultant shall comply with all federal and state statues, ordinances, orders, rules,
and regulations pertaining to the protection of workers and the public from injury or damage, and
shall take all other reasonable precautions to protect workers and the public from injury or damage.
17.0 SUSPENSION OR TERMINATION.
17.1 Fault Termination or Suspension. This Agreement may be terminated by either party upon
ten (10) days written notice if the other party fails substantially to perform in accordance
with its terms. If the Borough terminates this Agreement it will pay the Consultant a sum
equal to the percentage of work completed and accepted by the Borough that can be
substantiated by the Consultant and the Borough, offset by any amounts owed to the
Borough. However, within the ten (10) day Notice of Intent to terminate the party in default
shall be given an opportunity to present a plan to correct its failure.
17.2 Convenience Suspension or Termination. The Borough may at any time terminate or
suspend this Agreement for any reason including its own needs or convenience. In the
event of a convenience termination or suspension for more than six (6) months, the
Consultant will be compensated for authorized services and authorized expenditures
performed to the date of receipt of written notice of termination or suspension. No fee or
other compensation for the uncompleted portion of the services will be paid, except for
already incurred indirect costs which the Consultant can establish and which would have
been compensated but because of the termination or suspension would have to be absorbed
by the Consultant without further compensation.
17.3 Activities Subsequent to Receipt of Notice of Termination or Suspension. Immediately
upon receipt of a Notice of Termination or suspension and except as otherwise directed by
the Borough or its Representative, the Consultant shall:
a. stop work performed under this Agreement on the date and to the extent specified in
the Notice; and
b. transfer title to the Borough (to the extent that title has not already been transferred)
and deliver in the manner, at the times, and to the extent directed by the Borough's
representative, work in progress, completed work, supplies, and other material
produced as a part of, or acquired in respect of the performance of the work terminated
or suspended by the Notice.
18.0 EQUAL EMPLOYMENT OPPORTUNITY. The Consultant shall not discriminate against any
employee or applicant for employment because of race, religion, color, national origin, or because
of age, physical handicap, sex, marital status, change in marital status, pregnancy, or parenthood
when the reasonable demands of the position do not require distinction on the basis of age, physical
handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Consultant
shall take affirmative action required by law to ensure that applicants are employed and that
employees are treated during employment without regard to their race, color, religion, national
origin, ancestry, age, or marital status.

19.0 NO ASSIGNMENT OR DELEGATION. The Consultant may not assign, subcontract or
delegate this Agreement, or any part of it, or any right to any of the money to be paid under it
without written consent of the Contracting Officer.
20.0 INDEPENDENT CONSULTANT. The Consultant shall be an independent Consultant in the
performance of the work under this Agreement, and shall not be an employee or agent of the
Borough.
21.0 PAYMENT OF TAXES. As a condition of performance of this Agreement, the Consultant shall
pay all federal, state and local taxes incurred by the Consultant and shall require their payment by
any other persons in the performance of this Agreement.
22.0 PRECEDENCE AND DIVISIBILITY. The provisions of this Agreement shall fully govern the
services performed by the Consultant. If any term, condition, or provision of this Agreement is
declared void or unenforceable, or limited in its application or effect, such event shall not affect
any other provisions hereof and all other provisions shall remain fully enforceable.
23.0 ENTIRE AGREEMENT. This Agreement contains the entire agreement between the parties as
to the services to be rendered by the Consultant. All previous or concurrent agreements,
representations, warranties, promises, and conditions relating to the subject matter of this
Agreement are superseded by this Agreement.
24.0 COMPLETION OF WORK, TERM OF AGREEMENT. The Consultant shall perform all
work in a timely fashion, and in accordance with the schedules included in this Agreement and
Exhibits.
25.0 CLAIMS AND DISPUTES. Venue for all claims and disputes under this Agreement, if not
otherwise resolved by the parties, shall be in the appropriate Alaska State court in Anchorage or
Kodiak, Alaska.
26.0 CHANGES IN SCOPE OF WORK.
26.1 General. No claim for additional services not specifically provided in this Agreement will
be allowed, nor may the Consultant do any work or furnish any materials not covered by
the Agreement unless the work or material is ordered in writing by the Contracting Officer.
Preparation of Change Orders and design changes, due to errors and/or omissions by the
Consultant, will be done at the sole expense of the Consultant.
26.2 Changes in Scope of Work. The Borough or its representative may, at any time, by a
written Change Order delivered to the Consultant, make changes to the scope of work, or
authorize additional work outside the scope of work.
26.3 Compensation to the Consultant. If any Change Order for which compensation is allowed
under this Article causes an increase or decrease in the estimated cost of, or time required
for, the performance of any part of the work under this Agreement, or if such change
otherwise affects other provisions of this Agreement, an equitable adjustment will be
negotiated. Such an adjustment may be:
a. in the estimated cost or completion schedule, or both;
b. in the amount of fee to be paid; and
c. in such other provisions of the Agreement as may be affected, and the Agreement shall
be modified in writing accordingly.